Which files are shared externally and not visited in the last 90 days?

This is a really good question for Admins interested in cleaning up externally shared files that have gone ‘cold’.

GAT can help answer this request.

The simple solution is implemented as follows.

From the Drive Audit select all files viewed in the last 90 days and then click on ‘Negate Filter’

Next select ‘Clear Filter’ to create a fresh search and then select only those files share ‘Out’

Now go to the tab ‘Recent Filters’, select the last two searches you did, combine with ‘AND’ and click on show.

This shows all files not read in the last 90 days that are shared out. This may be quite a large number of files. Using ‘Schedule/Save’ you can do the following.

Run a daily report to get this list.

Automatically revoke the external sharing.

Warn the local owners with a tailored message asking them to remove the share.

Or you can do any combination of the above.

You can also run a one off job to do the same.

If you schedule this task to run daily, the 90 day lookback window will automatically be moved forward on a daily basis.

 

The problem with unbounded reports is that they tend to be too large to follow daily and with unbounded actions is that they tend to be too broad and you spend a lot of time fixing or reversing exceptions.

 

The ideal solution is to create a time frame window through which you can view the ‘at risk’ files and make smaller more calculated decisions. You do this as follows.

Select ‘Clear Filter’ again, to reset your search.

Next select all files ‘Created’ in a window 97 days to 90 days back. This will give you a 1 week window. After you complete that search, select ‘Out’ to show just the files from that set that are shared out of the domain.

Again go to recent filters and select the original filter to show all files not viewed in the last 90 days. Combine this with the last filter showing all files shared out that were created in the 97 to 90 days window and select ‘Show’.

This will give you the new combined search string

  • Not (Docs not deleted viewed from 26/03/2015) and Docs shared out not deleted created from 19/03/2015 to 26/03/2015

You can schedule this to run nightly at 23.00 and each morning you will have a brief report of the files created 90 to 97 days ago, but not read in the last 90 days. As time progresses all new files 97 days and younger will pass through this window. Each file should last one week in the report if it is not visited, automated alerts can be sent to the owners for the week or you can take action on these files as Admin.

 

If you don’t want the bother of building up the rule yourself you can click on the ‘pen’ icon

 beside the rule and post the following…

 

{

 “0privacy”: “NULL_PRIVACY”,

 “0searchTextType”: “DOC_NAME”,

 “#multi”: “and 0 1”,

 “1createdFrom”: “19/03/2015 00:00:00”,

 “0lastViewedFrom”: “26/03/2015 00:00:00”,

 “0deleted”: “false”,

 “1deleted”: “false”,

 “0negate”: “true”,

 “1privacy”: “NULL_PRIVACY”,

 “1sharedOut”: “true”,

 “_reportType”: “USER_DOCS”,

 “1searchTextType”: “DOC_NAME”,

 “1dateTo”: “26/03/2015 00:00:00”

}

 

DON’T forget to change the dates! Dates above are in European format.

 

GAT will automatically move all dates in the search string forward by one day as the job runs daily.